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Office Support, Mathematics

Grand Rapids Community College

Job Description

Date: 04/03/2023

Position Title: Office Support, Mathematics

Department: Mathematics

Job ID:   1490

Work Hours/Schedule: 40 hours/ 52 weeks

Compensation: APSS, Level B, $17.25 /hr

Reports to: Department Head

Posting Close Date: 04/17/2023


BENEFITS

Grand Rapids Community College provides an excellent benefits experience for our GRCC family.  Our benefit package is designed to enhance employees' health and well-being.  Part-time employees have different benefits outlined in the specific collective bargaining agreements and handbooks. Below is an overview of these benefits, additional details are available on the Human Resources/Benefits website:

  • Six health insurance plan options (includes a high deductible plan with a health savings account option).
  • A unique dental & vision reimbursement program (includes coverage for adult orthodontia & lasik eye surgery).
  • Employer sponsored retirement plans as well as voluntary retirement savings plans (403b or 457 plans)
  • Tuition benefits at GRCC for you, your spouse and your dependents.
  • Tuition reimbursement at other higher education institutions for you.
  • Generous time off that includes sick, vacation and personal leave banks.
  • Paid holidays and holiday shutdown period in late December!

 

SUMMARY

The APSS for the Mathematics Department provides essential administrative skills and support for the Department Head, faculty and staff, students and visitors of the Mathematics Department.  They will provide assistance on a daily basis by carrying out the Essential Job Functions that are described below.

 

Essential Job Functions

  • Operate an efficient office and act as liaison (the first point of contact) for the Department Head, utilizing troubleshooting skills and excellent judgment to assist in conflict problem resolutions. 
  • Serve as receptionist for administrative and instructional activities for the Department Head, faculty and staff, utilizing excellent professional awareness of legal ramifications when handling sensitive and/or confidential information.
  • Greet and direct students, visitors, faculty and staff in a professional manner, assisting with questions and concerns.
  • Perform general office duties by establishing and maintaining a variety of electronic and paper files that are general and confidential, accurately update or assist with development in writing general correspondence, scheduling meetings, answering the telephone and disseminating mail.
  • Assist with the process of developing, implementing and updating the Master Schedule for the Mathematics Department in Peoplesoft, with the Department Head and STEM Deans office (i.e. dates, times, class revisions, and additions, class cancellations, instructor names, contact hours, rooms, notes, etc.) and notifying the appropriate groups of all changes and corrections.
  • Update co-req schedule each semester so classes are connected in Peoplesoft by Student Records.
  • Assist faculty with baseload and overload schedules as requested.
  • Assist Department Head and STEM Deans office with assigning adjunct assignments.
  • Arrange for internal and external meetings and prepare meeting material as requested.
  • Perform departmental registrations for students with class selection, working with Advisors, Counselors, Enrollment, Student Records and students to ensure prerequisites and program requirements are met.
  • Review student transcripts and process prerequisite waivers with start/end dates.
  • Act as a liaison for students and visitors with faculty and staff including but not limited to printing transcripts, schedules or other documents, assisting students with class changes.
  • Process faculty and adjunct absences through Peoplesoft.
  • Find substitute faculty to cover absences and prepare supplemental pay forms.
  • Assist and present at all adjunct faculty meetings before fall and winter semesters, FIFs, supplying updates and/or new information per each semester.
  • Assist in training new or current faculty, staff and student workers with questions or concerns related to email, office equipment including network accounts, department printer, keys, office assignments, books, GRCC e-print, mailbox, voicemail, parking, Google drive, Google groups.
  • Process student waivers, overrides, and enrollment
  • Assist with updating various departmental, public, or internal documents including but not limited to brochures, handbooks, departmental policies and/or practices.
  • Assist with department scholarships, submitting payment forms and ordering certificates.
  • Compile and post all syllabus on the s drive and provide a Google folder to each Coordinator for syllabis accuracy each semester.
  • Work with faculty and staff on their course packs for content, covers, pagination of file, planner sheet and submission to bookstore.
  • Assist in textbook selection process with book reps in obtaining desk copies for new or adjunct faculty or order as needed for classes.
  • Update departments book spreadsheet with book choices.
  • Place book orders for classes via bookstore website
  • Supply Library and Mathematics Lab with copies of each book title for students and/or tutoring.
  • Supply book reps with coordinators names, phone numbers and office hours.
  • Prepare and reconcile the monthly procurement card.
  • Maintain, monitor and create journals to monitor monthly spending and balance accounts.  Keep pdf files of invoices on google drive.
  • Budget transfers as needed to balance the budget.
  • Submit purchase order requests as needed for large purchases.
  • Order office supplies online for the department and classrooms.
  • Maintain inventory and stock office supplies for the department. Ensure adequate inventory of office supplies by monitoring usage and researching price and quality of products to keep a balanced budget.
  • Assist with reserving and ordering equipment, rooms and other items for department meetings, with the Department Head and STEM Deans office and notifying the appropriate groups
  • Maintain and support copiers. Coordinate maintenance of office machines.
  • Process requests from faculty for bulk copying.
  • Assist with the hiring of student employees. Train, supervise, and process payroll for student employees.
  • Sign for faculty GRCC ePrint printing orders, put in appropriate mailboxes daily.
  • Distribute US mail and interoffice mail to individual mailboxes.
  • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
  • Performs other related duties as assigned.

 

Marginal Job Functions

  • Create Google drive for faculty and adjunct with general information, pay dates, reporting absences, syllabus template, early alerts, exam schedule, etc.
  • Assist with delivery, collecting and filing of FIFs for all faculty and adjuncts.
  • Update department bulletin board with staff pictures, listing of office hours, phone numbers, office location and courses being taught by semester.
  • Assist with Department advising days each semester.
  • Assist with set up and related items for College Open Houses.
  • Renew magazine subscriptions.
  • Schedule and post computer lab and cart schedule
  • Create, update and maintain various departmental email groups.
  • Assist with planning and organizing Math seminars throughout the year.
  • Assist with planning and organizing Math Challenge each spring.
  • Accurately update or assist with development of various departmental, public, or internal documents including brochures, handbooks, school departmental policies or practices, etc.
  • Create and maintain individual faculty and adjunct mailboxes.
  • Type or otherwise prepare a variety of letters, memos, forms and reports.
  • Complete annual chemical inventory via computer.
  • Be flexible in schedule to allow for changes during the semesters, in accordance with busy periods.

 

JOB SPECIFICATIONS

Education/License

  • Associates degree or comparable combination of relevant education and experience.

 

Work Experience

  • One to Two years of secretarial or administrative assisting experience is required.
  • Three to four years of secretarial or administrative assisting experience preferred.
  • Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.

 

Competencies

  • The following competencies are essential and will be evaluated for our candidates through the evidence-based selection process:

Foundational Competencies

  • Responsibility
  • Teamwork
  • Adaptability
  • Listening
  • Achievement
  • Information Skills
  • Speaking
  • Decisive

Occupational Competencies

      • Getting Information
      • Communicating with Supervisors, Peers, or Subordinates
      • Interacting With Computers
      • Establishing and Maintaining Interpersonal Relationships
      • Organizing, Planning, and Prioritizing Work
      • Documenting/Recording Information
      • Processing Information
      • Identifying Objects, Actions, and Events
      • Updating and Using Relevant Knowledge
      • Performing Administrative Activities
      • Making Decisions and Solving Problems
      • Communicating with Persons Outside Organization
      • Evaluating Information to Determine Compliance with Standards
      • Monitor Processes, Materials, or Surroundings
      • Resolving Conflicts and Negotiating with Others

 

Equipment Use/Knowledge/Skills/Abilities

  • Proficient computer skills in CWIS (FSProd and CSProd), Microsoft Office (MS Word, Excel, PowerPoint) and Drupal (for web page updates).  Google Mail / Google calendar, Cadence (for text blast to students).
  • Excellent organizational skills, ability to prioritize and complete tasks in a timely manner.
  • Must be proficient in verbal, written and interpersonal communication skills to work effectively with people of diverse ages, ethnicities, sexual and socio-economic backgrounds.
  • Ability to work under pressure and handle pressure situations.  Possess mature judgment and be flexible in regards to interruptions and pressure situations.
  • Project a professional image including punctuality and good attendance record.
  • Ability to perform daily routine and unexpected duties with minimum supervision.
  • Must use good judgment in handling sensitive or difficult situations.
  • Demonstrate initiative and problem-solving abilities and be able to exert initiative and resourcefulness.
  • Maintain the highest levels of confidentiality and ethical standards.

 

Physical Demands

  • Ability to lift and move up to 20 pounds.
  • Must be able to sit for extended periods of time.
  • Must have mobility to navigate between campuses, buildings and various floors where the department and classrooms are located.

 

Mental Demands

  • Excellent organizational skills, ability to prioritize and complete tasks in a timely manner.
  • Team player who maintains a positive working relationship with co-workers.
  • Must be proficient in verbal, written and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
  • Ability to work under pressure.
  • Possess mature judgment and flexibility in regards to interruptions and ability to handle pressure situations.
  • Must use good judgment in handling sensitive or difficult situations.
  • Project a professional image including punctuality and good attendance record.
  • Demonstrate initiative and problem-solving abilities and resourcefulness.
  • Ability to perform daily routine and unexpected duties with minimum supervision.

 

Working Conditions

  • High traffic indoor environment
  • Busy office with frequent interruptions
  • Department and classrooms are located in several different buildings and campuses
  • Long periods of computer usage are routinely needed
  • Grand Rapids Community College will comply with any mandated health and safety requirements.  Employees will be directed to our GRCC Policy(s) for compliance information.

 

METHOD OF APPLICATION

Grand Rapids Community College is only accepting online applications for this position at https://www.grcc.edu/jobs. Submit a cover letter and resume in one document. The opportunity to apply for this position will close on 04/17/2023 at 11:59PM. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics.  The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.

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